Navigation:  Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

1. The Update Employee Tax Data search page displays.
2. Enter search criteria and select the Search button.
3. The Update Employee Tax Data page - Federal Tax Data tab displays.
4. From the Federal Tax Data tab, select the Nonresident alien for the Special Withholding Tax Status field. *This is a required field.
5. Expand the Tax Treat/Non-Resident Data section by selecting the arrow as shown below.
6. Select the appropriate Country.
7. Select the appropriate Treaty ID.
8. If the NRA is not subject to FWT withholding, select No for the Form W-9 Received option.
9. Select the appropriate NRA Withholding Rule.  By default, Subject to Rule is displayed.
10. Select arrow to expand the Education and Government section.
11. Enter the appropriate Date of Entry. The College will need to determine the Date of Entry, as this usually reflects the time of when the NRA employee is on-boarded. The Treaty Expiration Date will default for treaties that have Expiration information in the delivered Tax Treaty set-up table. However, you must have entered the appropriate Date of Entry in the previous field, otherwise the system cannot determine the Expiration Date.
12. Select the appropriate option for the Form 8233 Received field. *This is a required field.
    Whether or not Form 8233 was received, the earnings will be taxed as 1042, unless the Treaty Tax Rate for when the Form was not received is 0.9999.

13. Enter the appropriate Form 8233 Effective Date and Form 8233 Expiration Date fields.
14. Select the appropriate option for the Form W-8 Received. *This is a required field.
15. If a W-8 form was received, enter the Form W-8 Effective Date and Form W-8 Expiration Date accordingly.

16. Select the State Tax Data tab, located at the top of the page, to continue the process.
17. Every employee must have at least one State Information row for the State of Washington (WA). They may have more than one row if they reside in another state. If the employee does not have a WA row, then one must be added.
18. Steps 18 - 21 relate to the WA row: Uncheck the Resident checkbox if it is on.
19. If the employee has only one State Information row (resides and works in WA), then the UI Jurisdiction checkbox and the Exempt From SUT checkbox are on.
20. The LTC Status field is set to Subject, unless the employee has submitted an Exemption letter, in which case the status would be Exempt. For employees residing in another state, LTC Status will be Not Applicable.
21. In the State Withholding Elements section, in the Special Withholding Tax Status field drop-down menu, select None.
    With None selected, the Tax Status field should be N - Not Applicable.
22. Now, for the Non-resident alien that resides in another state, the Administrator will need to add a new row for a non-Washington state, if one does not already exist. The Special Withholding Tax Status would be Nonresident Alien and select the appropriate option for the Tax Status field. UI Jurisdiction would be On for the residing state and Off for the WA row.
23. Select the Save button.

The image below represents an example where the employee resides in another state and that second row is added. The first row for WA would be as it is above, minus the UI Jurisdiction checkbox.

Navigation:  Workforce Administrator > Job Information > Job Data

NOTE:  Fields with an asterisks (*) are required and must have a valid value entered.

1. The Job Data search page displays.
2. Enter the applicable search criteria.
3. Select the Search button.
4. The Job Data page displays.
5. On the Work Location tab, enter the *Effective Date (or use the calendar icon to select a date using a calendar view).
6. Select Earnings Distribution Change from the drop-down menu for the *Action field.

7. Select the CTC Earnings Distribution tab at the top. This is required for both salaried and non-salaried NRA employees.
8. In the Earnings Distribution section, make note so that the *Earnings Code matches the Earnings Code entered on the Job Earnings Distribution page for the salaried NRA employee.
9. For the non-salaried NRA employee, select the appropriate Earnings Code for this employee's situation. Use the lookup icon to see available options.
10. Now that the Earnings Distribution Type and Earnings Code have been identified for either the salaried NSA employee, or the non-salaried NSA employee, if you are setting up a Salaried NSA employee, navigate to the custom Earnings Distribution link at the bottom of the page.

11. Select the Earnings Distribution link at the bottom of the page for setting up salaried NRA employees. Skip this if setting up a non-salaried NRA employee.
12. The Job Earnings Distribution page displays.
13. Select By Percent for a valid value in the *Earnings Distribution Type field.
14. This should open the Job Earnings Distribution section of the page.
15. In the *Earnings Code field, select the appropriate Earnings Code for the situation. This should match the Earnings Code used in Step 8 above. Use the lookup icon to see available options.
16. Select the Save button

Navigation:  Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data > Federal Tax Data

1. The Federal Tax Data search page displays.
2. Enter search criteria and select the Search button.
3. The Federal Tax Data page displays.
4. On the Federal Tax Data tab, select Nonresident alien for the *Special Withholding Tax Status field.
5. Select the Federal Unemployment Tax section, then select the Exempt from FUT box.
6. Select the Tax Treaty/Non-Resident Data section. (Expand area, if needed, by selecting arrow to the left).
7. Select the appropriate Country value.  (NOTE:  If the NRA is NOT a resident of a Country in the drop-down, select $S as the Country).
8. Select the appropriate Treaty ID.  (NOTE:  If the $S Country value was selected, select the QKNA Treaty ID).
9. The Form W-9 Received value should default to No (which is fine unless the NRA submitted a W-9).
10. NRA Withholding Rule should default to Subject to Rule.
11. Select the Save button.